Configure scheduled refresh
After two months of inactivity, scheduled refresh on your dataset is paused. For more information, see Scheduled refresh later in this article.
This article describes the options available for scheduled refresh for the On-premises data gateway (personal mode) and the On-premises data gateway. You specify refresh options in the following areas of the Power BI service: Gateway connection, Data source credentials, and Scheduled refresh. We'll look at each in turn. For more information about data refresh, including limitations on refresh schedules, see Data refresh.
To get to the Scheduled refresh screen:
In the navigation pane, under Datasets, select More options (...) next to a dataset listed.
Select Schedule refresh.
You see different options here depending on whether you have a personal, or enterprise, gateway online and available.
If no gateway is available, you see Gateway connection disabled. You also see a message indicating how to install the personal gateway.
If you have a personal gateway configured and it's online, it's available to select. It shows offline if it's not available.
You can also select the enterprise gateway if one is available for you. You only see an enterprise gateway available if your account is listed in the Users tab of the data source configured for a given gateway.
Data source credentials
Power BI Gateway - Personal
If you are using the personal gateway to refresh data, you must supply the credentials to connect to the back-end data source. If you connected to an app from an online service, the credentials you entered to connect are carried over for scheduled refresh.
You're only required to sign in to a data source the first time you use refresh on that dataset. Once entered, those credentials are retained with the dataset.
For some authentication methods, if the password you use to sign into a data source expires or is changed, you need to change it for the data source in Data source credentials too.
When things go wrong, the problem usually has something to do with either the gateway being offline because it couldn't sign in to Windows and start the service, or Power BI couldn't sign in to the data sources to query for updated data. If refresh fails, check the dataset settings. If the gateway service is offline, Status is where you see the error. If Power BI can't sign into the data sources, you see an error in Data Source Credentials.
On-premises data gateway
If you are using the On-premises data gateway to refresh data, you do not need to supply credentials, as they are defined for the data source by the gateway administrator.
When connecting to on-premises SharePoint for data refresh, Power BI supports only Anonymous, Basic, and Windows (NTLM/Kerberos) authentication mechanisms. Power BI does not support ADFS or any Forms-Based Authentication mechanisms for data refresh of on-premises SharePoint data sources.
The Scheduled refresh section is where you define the frequency and time slots to refresh the dataset. Some data sources do not require a gateway to be configurable for refresh; other data sources require a gateway.
In a Direct Query scenario, when a dataset qualifies for performance optimization, "Refresh schedule" will be moved to the Optimize performance section.
Set the Keep your data up to date slider to On to configure the settings.
The target is to initiate the refresh within 15 minutes of the scheduled time slot, but a delay of up to one hour can occur if the service can't allocate the required resources sooner. Refresh can begin as early as five minutes before the scheduled refresh time.
After two months of inactivity, scheduled refresh on your dataset is paused. A dataset is considered inactive when no user has visited any dashboard or report built on the dataset. At that time, the dataset owner is sent an email indicating the scheduled refresh is paused. The refresh schedule for the dataset is then displayed as disabled. To resume scheduled refresh, simply revisit any dashboard or report built on the dataset.
Scheduled refresh will also get disabled automatically after four consecutive errors.
Power BI does not have a monthly refresh interval option. However, you can use Power Automate to create a custom refresh interval that occurs monthly, as described in the following Power BI blog post.
Certain datasets are supported against different gateways for scheduled refresh. Here is a reference to understand what is available.
Power BI Gateway - Personal
Power BI Desktop
- All online data sources shown in Power BI Desktop's Get data and Power Query Editor.
- All on-premises data sources shown in Power BI Desktop's Get data and Power Query Editor except for Hadoop file (HDFS) and Microsoft Exchange.
- All online data sources shown in Power Query.
- All on-premises data sources shown in Power Query except for Hadoop file (HDFS) and Microsoft Exchange.
- All online data sources shown in Power Pivot.
- All on-premises data sources shown in Power Pivot except for Hadoop file (HDFS) and Microsoft Exchange.
In Excel 2016 and later, Launch Power Query Editor is available from Get Data in the Data ribbon.
Power BI Gateway
For information about supported data sources, see Power BI data sources.
Sometimes refreshing data may not go as expected. Typically this will be an issue connected with a gateway. Take a look at the gateway troubleshooting articles for tools and known issues.
- Data refresh in Power BI
- Power BI Gateway - Personal
- On-premises data gateway (personal mode)
- Troubleshooting the On-premises data gateway
- Troubleshooting the Power BI Gateway - Personal
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